United States
Department of
Agriculture
File Code:
Route To:
Subject:
To:
Forest
Service
Albuquerque Service Center
6540
(5100), (5700), (6300), (6500)
101 B Sun Avenue NE
Albuquerque, NM 87109
Date: May 24, 2006
Emergency Incident Accrual and Payment Procedures
Regional Foresters, Station Directors, Area Director, IITF Director and Deputy
Chiefs
The enclosed documents outline the emergency incident accrual and payment procedures for
vendors. Emergency Equipment Rental Agreements (EERA’s) will continue to be processed at
the Incident Payment Center (IPC) in Ogden, Utah this season.
Region’s 1, 5 and 6 who will be performing system testing will be provided additional
instruction and training during June with a planned pilot test start date of July 1.
A summary of changes are highlighted below with detailed guidance provided in the following
attachments.
Attachment 1 –
o Emergency Equipment Rental Agreement (EERA) Payment Procedures
o Blanket Purchase Agreement Payment Procedures
o Accrual Direction
o Incident Payment Contacts
Attachment 2 – Emergency Equipment Rental Agreement Transmittal
Attachment 3 – BPA Transmittal Sheet
To alleviate the work load on hiring units and expedite payment processing, the process of
submitting EERA payments utilized on FS incidents has been changed to allow Finance Section
Chiefs (FSC) to submit payment documentation direct to the Incident Pay Center in Ogden, UT.
ISuite users shall export data to the ISuite repository daily.
Payment of all fixed and rotary aircraft contracts are now being processed by the ASC-Incident
Business (IB) Branch, regardless of whether it is utilized on a project or emergency incident. Be
guided by the payment direction within the contract for all payments processed by the IB Branch.
The 2005 Financial Statement Audit found a material weakness in the accurate reporting of FS
accruals on emergency incidents Thus, it is critical Forest Service accruals are reported within
72 hours and daily thereafter when a Type 1 or 2 Incident Management Team (IMT) is assigned
to an incident. The Incident Cost Module of ISuite will be utilized to track cost data and
generate Accrual Summary and Accrual Detail Reports for submission to the ASC Incident
Business Branch. The Albuquerque Service Center (ASC) -Incident Business staff will
coordinate with our interagency partners to obtain FS costs on non-FS jurisdictional incidents.
Caring for the Land and Serving People
Printed on Recycled Paper
Regional Foresters, Station Directors, Area Director, IITF Director and Deputy Chiefs
When the IMT transitions an incident, the incident unit will continue to report costs until the
incident is completed.
Questions related to this memorandum shall be directed to the ASC Incident Business Branch,
Tina Ledger, tledger@fs.fed.us or Marylea Lockard, mlockard@fs.fed.us.
/s/ Tamara L. Hanan
TAMARA L. HANAN
Director, Budget and Finance
Albuquerque Service Center
cc: Tina Ledger
Mary A Szymoniak
Emmy Ibison
Cheryl Emch
Ron Schilz
Byron B Brown
Marylea Lockard
Starla A Grill
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